Scheduling Multiple Appointments for a Work Order

This Help File Page was last Modified on 03/10/2018

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Scheduling Multiple Appointments for a Work Order

This Help File Page was last Modified on 03/10/2018

Scheduling Multiple Technicians for the same Work Order using the Appointment Editor:

Why?  It is not unusual to need more than one Technician to complete a Work Order - whether for a complete system installation or a complex repair.

How? To accommodate this need, any number of Technicians may be Scheduled to service the same Work Order.

Important Note: The Scheduling Multiple Technicians feature is optional and must be turned on before it will be available.

a)Setting the TechMultiSchedule option to True ("T") in the Company Settings dialog will allow Multiple Technicians to be assigned to the same Work Order.  

b)If TechMultiSchedule is set to 'F' (the default setting in the Company Settings dialog), the User will not even see the Schedules tab on the New Appointment Form (see the Schedules tab in the illustration below).

 

Scheduling Multiple Technicians from within the Appointment Editor:

Once the initial Appointment information for the Work Order has been saved, Click the Schedules tab on the Appointment Editor dialog.

 

HelpFilesAppointmentEditorSchedulesTab

 Schedules tab on the Appointment Editor Form

 

Available Technicians List: Choose the Technicians who are to be Scheduled for this Work Order Appointment.

Technician - Check the (additional) Technician(s) to be assigned to this Work Order Appointment.

If a Technician Group is Selected (see Group below) on the Technician Scheduling Form, the list of Available Technicians will be limited to the Members of that Technician Group.

oWhen necessary, Choose a different Technician Group from which to Select the required Technicians.

 

Group - By default All Technicians from All Technician Groups will be available for selection, unless a specific Technician Group is selected (which creates a Filter).

Use the Drop-Down Selection List to Choose the appropriate Technician Group to limit the list of Available Technicians to Members of that Group.

Select a different Technician Group to change the individuals in the Available Technicians List, when required.

 

Select All? - Check this box to Choose all listed Technicians.

Click the box again to remove All Checks.

 

Schedule -When all Technician Name(s) who are to be Scheduled for this Work Order Appointment have been Checked,

Click the Schedule button to verify the availability of the selected Technician(s) and assigned them to this Work Order.

 

HelpFiles-x-AppointmentsCreated

n appointments created

 

An Information message will ber displayed.

Click OK and those Technician(s) will be added to the Scheduled Appointments section at the bottom of the Appointment Editor's Schedules tab.

Click the Close HelpFilesCloseBoxbox to return to the Technician Scheduling Form.

 

HelpFilesTechnicianSchedulingAdditionalAppointments

Example of Multiple Technicians scheduled for the same Work Order

 

Effectively using the Multiple Technician Scheduling feature:

If the newly selected Technician(s) schedule(s) are among the currently listed Technician Schedules, the additional Appointments will be shown.

oIf not, open the Visible Schedules Form.

oCheck those additional Technician(s) that were just added to the Appointment so they will also be listed.

Each Appointment created with the Schedules tab may be managed on its own.  

oYou may lengthen or shorten the time frame of each - independently of the others - as needed.

You may also view these Appointments within the Scheduling Drop-Down Info Box on the Work Order Form.

 

Scheduling Multiple Technicians using the Technicians Scheduling Form.

To add an additional Technician to an existing scheduled Work Order, use the method described above, or open the Technicians Scheduling Form.

Ensure that the Schedule for the desired additional Technician is being displayed.

Using the Calendar field's Drop-Down Calendar/Date Entry field on the Schedule Date Menu:

Select the Schedule Date of the Work Order.

Select (Click on) the Time Slot that matches the previously set Appointment for the Work Order that needs another Technician assigned.

Click New on the Technicians Scheduling Form to create a New Appointment for the Work Order Number that has already been assigned its Lead Technician.

Click the Drop-Down Selection List on the Filters field in the Pending Work Orders List

Ensure that the Work Order field is set for Open Work Orders so any unfinished Work Order - whether Scheduled or not - is available in the Work Order field's Drop-Down Selection List.

 

HelpFilesTechnicianSchedulingWorkOrderSelections

 

Work Order - Select the Work Order Number in the Pending Work Orders List that was previously Scheduled and to which the additional Technician is to be assigned.

 

Complete the Appointment entry as needed.

Click the Save button.

Click the Close HelpFilesCloseBoxbox on the Appointment Form

 

HelpFilesTechnicianSchedulingAppointmentsRefreshIcon

Technician Scheduling Form - Refresh Icon

 

Click the Refresh Icon to update the data on the Technicians Scheduling Form.

 

Optionally, to confirm these multiple Technician assignments on the Work Order Form:

Click on an Appointment on the Technician Scheduling Form (for any Technician who has been assigned to that Appointment ).

 

HelpFilesTechnicianSchedulingAppointmentGoToWorkOrder

 

Right-Click on that Appointment and Choose the Go To Work Order option on the Circle of Options dialog.

Select the Scheduling Drop-Down Info Box on that Work Order Form.

 

HelpFilesServiceRequestSchedulingMultipleTechnicians

Work Order Form - Scheduling Drop-Down Info Box with multiple Technicians